Gift Administrator

Job description

The University of Colorado Boulder Office of Advancement (CUBA) is inviting applications for a Gift Administrator. CUBA provides support for CU Boulder's fundraising and advancement operations. The office works with the Boulder campus central advancement office as well as with seven advancement teams embedded within college/school/institute units, athletics, donor relations and parent giving to engage and inspire constituents and steward donors and their gifts to CU.

The Gift Administrator will support all gift administration-related activities related to gift processing and transactions within CUBA's enterprise, and will interface directly with CU's System Advancement office gift administrators. The position will report to the Executive Director of Business Operations and the Director of Donor Relations, and will liaise with staff from campus development System Advancement's Gift Administration Department (GAD) and the University of Colorado Foundation (CUF) as appropriate to support the CUBA. A successful candidate must possess excellent time management and organizational skills and have the ability to successfully manage multiple self-directed projects. Additionally, CUBA's focus is donor-centric and this role is a pivotal partner in supporting donor intent and proper donor stewardship.

Who we are:

The University of Colorado Boulder Office of Advancement is a professional and high performing advancement team that generates philanthropic support and overall external engagement for the University. Through these philanthropic and engagement efforts, the University is able to attract the brightest students, support and grow our talented faculty and strengthen our overall academic and co-curricular programs as we build a foundation of excellence for the future.

What your key responsibilities will be:

Communication and Training

  • Serve as the primary contact and central resource for all gift agreements for the CUBA and other outreach activities.
  • Act as Liaison between CUBA and CUF GAD.
  • Responsible for assisting with the maintenance and ongoing improvement of gift administration materials related to CUBA on the Advancement Intranet, including outreach, instructional documents, templates and other information.
  • Assist University and Foundation personnel to develop and deliver training to CUBA personnel, fiscal staff and other relevant parties.

Gift Administration and Gift Agreements
  • Routing & Tracking: Determine and route agreements that require review by University staff and Foundation personnel.
  • Participate in the development of a technological solution to allow for clear and transparent tracking of gift agreements. Offer insight and suggestions on the gift agreement process and workflow.
  • Trouble shoot issues related to stakeholder intent.
  • Coordinate required signatures at a certain threshold.
  • Work with the System GAD team to support the development of gift agreements as needed.
  • Assist System GAD team with monitoring Boulder campus questions and requests that come through the Gift Administration inbox.
  • Preserve the accuracy of gift administration information within the Advance database by working closely with the System Processing team and other Advancement departments.
  • Monitor the memorial and honorary suspense funds and follow up with responsible development office to either allocate the funds or establish a new fund.

Endowment Status Reporting (ESR)
  • Serve as the Boulder campus lead for the annual ESR process, and the primary point of contact for the System GAD office.
  • Communicate process and expectations to the Boulder campus.
  • Partner with System GAD to collect all necessary materials, including cover letters and additional stewardship pieces.
  • Track or flag all special ESRs.

Fund Management
  • Assist in identifying underutilized funds.
  • Perform fund audits as needed.
  • Help coordinate fund distribution notifications from Foundation to Boulder campus units.

Campus Match
  • Oversee the Chancellor's campus match process.
  • Track proposed matches.
  • Track committed matches.
  • Work with the System Advancement Director of Finance, Campus Controller's Office and Chancellor's Office to route Presidential Action Memos for the transferring of University match dollars to Foundation Funds.

Data Management and Reporting
  • Preserve the accuracy of gift administration information within the Advance database by working closely with the System Processing team and other Advancement departments.
  • Work with Business Analysis & Solution Architecture (BASA) team and other colleagues to create a gift agreement tracking tool for CUBA.
  • Maintain the gift tracking tool to monitor the agreement process and inform appropriate development personnel as needed.

Additional Activities
  • Coordinate as needed accounting issues with CUBA's Accounting Professional and Campus and Foundation accounting/finance colleagues.
  • Additional projects and other activities as assigned.

What we can offer:

The salary range for this position starts at $44,000.00

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Dynamic. Be Innovative. Be Visionary. Be Boulder.


What we require:
  • Bachelor's degree from an accredited university.
  • Minimum of two years of professional experience.

What you will need:
  • Professional demeanor and a service orientation.
  • Strong organizational and time management skills.
  • Proven ability to prioritize work, set limits, attend to detail and meet deadlines.
  • Create, develop and maintain strong working relationships with individuals and groups across a complex environment.
  • Ability to approach problems from a donor-centric perspective.
  • Effective oral/written communication skills and interpersonal skills; able to understand and interpret complexly worded documents.
  • Strong ability to solve problems and work with individuals at all levels in the organization.
  • Proficiency with MS Office applications and the ability to learn and experiment with new software and systems.

What we'd like you to have:
  • A background in finance, fundraising, contract management, donor relations, gift/grant administration or other relevant nonprofit experience.

Preferred qualifications may be used to further reduce the pool of applicants to those who are most highly qualified.

Special Instructions to Applicants:Please apply by April 27, 2018.

If you have technical difficulties submitting application information, please contact the CU Careers help desk at [email protected]. All other job related inquiries should be directed to the posting contact for this posting.

Application Materials Required:Cover Letter, Resume/CV

Application Materials Instructions:To apply, please submit the following materials to this posting at

1. A current resume.
2. A cover letter that specifically addresses the job requirements and outlines qualifications.

Please combine materials into one document and upload as titled: Last-First-13214.
Please do not upload references at this time.

Job Category: Finance and Accounting

Primary Location: Boulder

Department: B0001 -- Boulder Campus - 11007 - UCB Development Administration

Schedule: Full-time

Posting Date: Apr 16, 2018

Closing Date: Apr 27, 2018, 10:59:00 PM

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: [email protected]

Position Number: 00745186





Diversity Profile: University



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Job No:
Posted: 4/17/2018
Application Due: 4/29/2018
Work Type: